1: PUBLIC.
- 1.1: Home.
- 1.2: News.
- 1.3: About euroCRIS.
  - 1.3.1: Organisation.
  - 1.3.2: Charter.
  - 1.3.3: Brochure.
  - 1.3.4: Partners.
- 1.4: Events.
  - 1.4.1: Conferences.
    - 1.4.1.1: CRIS 2008.
  - 1.4.2: Seminars.
  - 1.4.3: Membership meetings.
  - 1.4.4: Courses.
- 1.5: Join euroCRIS.
- 1.6: Contact us.
- 1.7: Disclaimer and Terms of use.
2: CERIF.
- 2.1: Introduction.
- 2.2: Tutorial.
- 2.3: CERIF Releases.
  - 2.3.1: CERIF 2004.
  - 2.3.2: CERIF 2006.
  - 2.3.3: CERIF 2008.
3: MEMBERS.
- 3.1: Members area.

Conference Guidelines

November 10, 2002

The first draft of the conference guidelines was presented and discussed on the euroCRIS platform meeting June 18, 2002 and later on with the PC members of CRIS 2002 on their meeting in Kassel, August 28. On November 10, 2002, the euroCRIS Board passed these guidelines.

1. Conference series and hosting

Interval: every two years
Time preferred: end of May/ beginning of June
Location: easy access using international airlines
Nomination of the hosting country/institution:
- proposals from the members
- contacting by the euroCRIS Conference Executive Board Member
- decision on euroCRIS meeting before the actual conference

2. Programme Committee (PC) - nomination and tasks

2.1 Nomination of the PC

proposals from the euroCRIS members to the euroCRIS Conference Executive Board Member
approval by the Board
it is intended to gain PC members for a longer period of time (not only for one conference); it should not be inferred however that a PC member serves necessarily for more than one conference.

2.2 Tasks of the PC

The PC has programmatic tasks

defining the session topics of the conference
securing keynote speakers
defining criteria for the acceptance of proposals: papers, workshops and posters
structuring the programme tracks
defining criteria for the acceptance of proposals: papers, workshops and posters
appointing conference session chairs

The PC chair has to organize all activities that come with the review process, including correspondence and data transfer to the OC producing the proceedings and updating the conference websites.

3. Organising Committee (OC) - nomination and tasks

3.1 Nomination of the OC

The OC is a local committee, nominated by the hosting institution

3.2 Tasks and responsibility of the OC

timetable
financing, financial report
The hosting institution is requested to present a proposal to the Board how the conference could be financed (proposed costs and revenue).
finding sponsors, exhibitors
Currently euroCRIS is not able to offer seed money; therefore it is necessary to gain sponsors for the conference
publicity and publication
organising the Call for Papers
guidelines for full papers, workshops, posters
update of the conference website
production of the proceedings
production of the printed programme
publicity for the conference
statistics and evaluation of the conference
registration
forms
accounting
correspondence with potential participants
local organisation
technical support, rooms
selection of hotels
etc.
social programme

4. Connections between euroCRIS Board, euroCRIS Conference Executive Board Member, PC and OC

The Board is responsible for the title and the main topics of each conference. It approves the PC and shall endorse the recommendations of the PC.
The euroCRIS Conference Executive Board Member organizes the definition of the main topics and the conference theme, the finding of PC members and the first meeting of the PC.
He/she is a PC member by virtue of the position. He/she acts on the one hand as liaison between the PC and the euroCRIS Board and on the other hand between the organizing institution and the euroCRIS Board in financial and legal matters and coordinates along the line of intersection between the PC and the OC.
For a good coordination it is mandatory that a responsible person from the hosting institution participates at the meetings of the PC as an observer; there may be a member of the hosting institution on the PC as a PC member.
Liability: The euroCRIS Board and the conference organizer assure that they will consult all essential legal and financial acts before signing contracts. euroCRIS has a Board liability insurance.
Conference profit: euroCRIS is a non-for-profit organisation. One of the aims is to organize attractive conferences with medium fees. Any conference profit should be split equally between the organizing institution and euroCRIS.